HYVEMIND Privacy policy

Your information stays here. HYVEMIND Media does not sell or share your personal information with outside individuals, businesses, institutions or governments. Everything you contribute remains within our platform and community.

Effective date: September 26, 2025

HYVEMIND (“HYVEMIND,” “we,” “us,” or “our”) operates a media and community platform that includes our websites, newsletters, social channels, contribution portals and The Hyve directory (collectively, the “Services”). This Privacy Policy explains how we collect, use, share, and protect personal information, and describes your rights and choices. It applies wherever we act as a “controller” (or “business” under certain U.S. state laws) for the processing of personal information via the Services.

If you do not agree with this Policy, please do not use the Services.

1) Who we are & how to contact us

Controller: HYVEMIND Media LLC (United States).
Email: hello@thehyvemind.com
Postal: HYVEMIND Media: 9905 S. Pennsylvania ave, Suite A, Oklahoma City, OK, 73159

(If you are in the EEA/UK and wish to contact a local supervisory authority, see Section 12.)

2) What we collect

We collect information in three main ways: (a) directly from you, (b) automatically from your device and activity, and (c) from third parties.

A. Information you provide

  • Account, profile, and membership details (name, display name, email, password or SSO identifier, timezone, bio, organization/role).

  • Contributions to our editorial platform or The Hyve (submissions, narratives, oral histories, images/video/audio, captions, metadata, release forms).

  • Community interactions (comments, messages, applications for private spaces/workshops, event RSVPs).

  • Transactions (limited billing details if we offer paid programs or sponsorships; payments are processed by PCI‑compliant providers and we do not store full card numbers).

  • Communications (emails, DMs, feedback, surveys).

B. Information collected automatically

  • Device and usage data (IP address, device/OS, browser type, pages viewed, referral/UTM, approximate location derived from IP, session timestamps).

  • Cookies and similar technologies (pixels, local storage, SDKs) for analytics and basic site functionality.

    C. Information from third parties

  • Analytics, anti‑abuse, spam prevention.

  • Publicly available sources and user‑submitted content that includes information about other individuals (e.g., credits/attributions in submissions).

We do not intentionally collect sensitive categories of personal information (e.g., precise geolocation, racial/ethnic origin, health data) unless you intentionally include them in a submission or profile. This information is not stored in any data base. Please avoid sharing sensitive information or select anonymous publishing if you do not want your name published.

3) Why we use personal information (purposes & legal bases)

We use personal information to:

  • Provide and secure the Services (create/manage accounts, authenticate sessions, moderate content, prevent spam/fraud, ensure availability).

  • Operate editorial and community features (receive, edit, publish, and archive submissions; host comments and private spaces; attribute authorship and credits).

  • Communicate with you (transactional emails, service notices, community updates, newsletters you subscribe to).

  • Measure, improve, and develop (analytics, research, user testing, feature development).

  • Comply with law and enforce terms; protect rights, safety, property.

EU/UK legal bases (GDPR/UK GDPR): consent, contract performance, legitimate interests (e.g., securing our Services, audience measurement compatible with user expectations), and legal obligation. Where required (e.g., marketing emails, non‑essential cookies), we rely on consent. You may withdraw consent anytime.

4) Cookies & similar technologies

We use cookies and similar technologies to make the Services work and to understand usage. Non‑essential cookies (e.g., analytics, advertising) are used only with your consent where required. You can manage preferences through our cookie banner, your browser settings, or recognized universal signals (see Section 8). For details, see our Cookie Notice (linked in footer) which lists categories, purposes, and retention.

5) How we share information

We share personal information with:

  • Editorial and community publication: If you submit content for publication, related profile data (e.g., name, display name, links) may be published with your work unless you choose to publish anonymously.

  • Legal and safety: If required by law or to protect safety and our users.

6) Data retention

We retain personal information only as long as needed for the purposes described or as required by law. Publication archives, by their nature, may be retained indefinitely for record‑keeping and citation, unless removal is required by law or granted per our editorial takedown process. We document retention schedules for account, analytics, and consent records.

7) Children’s privacy

Our Services are not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us information, contact us and we will take appropriate steps (e.g., delete the data and close the account). Parents/guardians in applicable jurisdictions may exercise rights described in Section 8.

8) Your rights and choices

EEA/UK residents (GDPR/UK GDPR): the rights to access, rectify, erase, restrict, object (including to processing based on legitimate interests), data portability, and to withdraw consent. You also have the right to lodge a complaint with your local supervisory authority.

United States: Depending on your state, you may have the rights to access, correct, delete, obtain a portable copy, and to opt out of (i) targeted advertising, (ii) selling or sharing personal information, and (iii) certain profiling for significant decisions. We honor Global Privacy Control (GPC) and other recognized universal opt‑out signals where required.

How to exercise rights: Email hello@thehyvemind.com or use our “Privacy Choices” link in the footer. We may verify your request and respond within the timeframe required by law. Authorized agents may submit requests as permitted under local law.

Marketing communications: You may unsubscribe using the link in the email or by contacting us.

Cookie choices: Use the cookie banner or your browser settings to decline or withdraw consent for non‑essential cookies.

9) International transfers

We are based in the U.S. and may process data in the U.S. and other countries. When transferring personal information from the EEA/UK/Switzerland, we use lawful mechanisms, which may include participation in the EU‑U.S./UK‑U.S. Data Privacy Framework and/or Standard Contractual Clauses (SCCs), supplemented as required. Details are available upon request.

10) Security

We use administrative, technical, and physical safeguards designed to protect personal information (e.g., access controls, encryption in transit/at rest where appropriate, audits, and vendor management). No system is perfectly secure; please use strong, unique passwords and report suspected issues.

11) Additional disclosures for U.S. state laws (California, Colorado, Connecticut, Utah, Virginia, Texas, Oregon, Florida, Iowa, Indiana, Tennessee, Delaware, New Jersey, and others as they come into force)

Categories we collect (examples): identifiers (name, email, IP address), internet/network activity (device info, logs), geolocation (approximate, from IP), user‑generated content, and in limited cases commercial information (e.g., program enrollments). We do not use sensitive data for inferring characteristics.

Sources: you; your devices; service providers/partners; publicly available sources.

Purposes: see Section 3.

Disclosure for business purposes: to service providers and as otherwise described in Section 5.

Sale/Sharing/Targeted advertising: We do not sell data for money. To the extent targeted advertising or certain disclosures may be deemed a “sale” or “share,” you may opt out via “Privacy Choices” and recognized universal signals (see Section 8).

Non‑discrimination: We will not discriminate against you for exercising privacy rights.

California “Shine the Light”: California residents may request certain information about disclosures to third parties for their direct marketing during the past year.

Automated decision‑making: We do not use automated decision‑making that produces legal or similarly significant effects without human involvement.

12) EEA/UK specific disclosures

If the GDPR/UK GDPR applies to our processing, the following applies:

  • Controller: HYVEMIND LLC.

  • EU Representative (if appointed): [To be updated].

  • UK Representative (if appointed): [To be updated].

  • Supervisory authority contact: You may lodge a complaint with your local authority (see the European Data Protection Board website) or the UK Information Commissioner’s Office.

  • Legal bases: As described in Section 3.

  • Data transfers: See Section 9.

13) Third‑party links, embeds, and social features

Our Services may link to third‑party sites or include embeds (e.g., social posts, maps, video players). Interactions with those features are governed by the third party’s privacy policies. Review their policies before engaging.

14) Changes to this Policy

We may update this Policy from time to time. We will post the updated version and change the “Effective date” above. Material changes will be highlighted or otherwise communicated as required by law.

15) How to contact us

Questions or requests? Email hello@thehyvemind.com. For security, we may request verification information before fulfilling certain requests.

Appendix: Summary of key rights by jurisdiction (non‑exhaustive)

  • California (CCPA/CPRA): rights to know, delete, correct, portability, and to opt out of sale/share and targeted advertising; right to limit use/disclosure of sensitive personal information; recognition of Global Privacy Control.

  • Colorado (CPA): rights to access, correct, delete, portability; opt‑out of targeted advertising/sale/certain profiling; mandatory universal opt‑out recognition.

  • Virginia (VCDPA): rights to access, correct, delete, portability; opt‑out of targeted advertising/sale/certain profiling.

  • Texas (TDPSA): consumer rights to access, correct, delete, portability; opt‑out of targeted advertising/sale/profiling; recognition of certain browser‑based universal opt‑outs (from Jan 1, 2025).

  • New Jersey (NJDPA, effective Jan 15, 2025): similar access, correction, deletion, portability, and opt‑out rights; restrictions on sensitive data processing.

This Policy is designed for a U.S. media/community platform with EU/UK users and is not legal advice. Implementation requires configuring consent tools, data subject request workflows, vendor contracts, and transfer mechanisms. We will update this Policy as laws evolve.